Senior Administrative Assistant

Job Description

Job Description

We are not accepting agency submissions for this position. No solicitations, please.

True Harmony Company is looking for a helpful and motivated Senior Administrative Assistant ,   to join our team in Ely, Nevada .

About the Role 

The Senior Administrative Assistant  provides high-level administrativ and on-site support to leadership while helping coordinate the day-to-day needs of a dynamic production environment. This role supports greenhouse operations projects, operational reporting, cross-functional initiatives, workforce planning, onboarding and employee lifecycle processes, transportation and fleet administration, and employee housing logistics. The position also serves as an onsite resource for routine employee support, documentation, and the appropriate escalation of workplace concerns to leadership.

The  Senior Administrative Assistant acts as a central resource connecting Greenhouse Operations, Accounting, Human Resources, Safety & Security, and IT to ensure efficient workflows, operational continuity, and the successful execution of business and production goals. This position anticipates operational and employee-support needs, removes administrative barriers, and helps leadership maintain an efficient, organized, compliant, and productive workplace.

About Us :

Location : This is a full-time, onsite position at our farm in Ely, Nevada.
Schedule : Our schedule is Monday-Friday, 7 a.m.-3:30 p.m., with occasional holidays/weekends as needed.

What We Offer 

• 100% company-paid medical and life insurance for employees
• Company-paid dental and vision coverage
• $400 monthly medical waiver if you choose to decline medical coverage
• Competitive Paid Time Off (PTO) Program 
• Ongoing career growth and development opportunities
• Free daily shuttle service to and from the farm (with stops in McGill and Ely)

Core Duties & Responsibilities 

• Partner with greenhouse leadership to support workforce planning, project scheduling, operational priorities, and day-to-day administrative needs.
• Coordinate leadership meetings, calendars, conference rooms, all-team meetings, and communications between greenhouse teams and management.
• Track and maintain labor schedules, workforce activities, operational data, incident documentation, fuel reporting, and other required records.
• Coordinate employee scheduling updates and maintain accurate information within applicable company systems.
• Manage purchasing requests, procurement activities, operational inventory, and related coordination with Accounting and Operations.
• Prepare and organize training materials, operational documents, reports, and other administrative resources.

Workforce Administration 

• Coordinate new-hire onboarding and orientation, including Asana assignments, I-9 completion as directed by HR, onboarding paperwork, uniforms, PPE, and required materials.
• Serve as the primary onsite contact for candidates and assist HR and hiring managers with interview scheduling and coordination.
• Serve as the onsite HR point of contact for routine employee questions, benefits guidance, and workplace support, escalating matters to the Head of Human Resources as appropriate.
• Support employee relations matters by gathering information, maintaining documentation, and protecting the confidentiality of employee and personnel matters.
• Maintain employee files, compliance postings, required notices, onboarding resources, training records, and other HR documentation.
• Coordinate employee recognition programs, engagement initiatives, training sessions, and company events.
• Support employee housing administration, including welcome information, housing inventory, documentation, and move-in and move-out coordination.

Fleet Administration

• Partner with HR to maintain approved-driver lists and required driver documentation.
• Track shuttle-driver pay and approvals, submit monthly information to Payroll, and add or remove employees from company shuttle assignments.
• Coordinate company vehicles and shuttles, ensuring they are appropriately inventoried, maintained, cleaned, documented, and ready for employee use.
• Work with Accounting to ensure vehicle registrations, insurance cards, and other required documentation remain current.
• Support DOT compliance activities and recordkeeping, and provide backup support to Safety and Security by monitoring GPS notifications and escalating concerns when appropriate.

IT Coordination

• Order, track, and coordinate company assets, including computers, cell phones, housing items, tools, and equipment.
• Coordinate equipment setup, assignment, and transfer with IT and Operations, including technology readiness for onsite and remote new hires.
• Perform other operational support activities and business-related errands as needed.

Requirements 

• Bachelor's degree preferred.
• 2+ years of senior-level support, operations administration, project coordination, or related experience.
• Experience supporting leadership in fast-paced environments.
• Advanced Microsoft Office skills required.
• Ability to drive for business-related errands and travel between company locations as needed. A valid driver’s license and eligibility under the company’s vehicle insurance requirements are required.
• HRIS and/or project management system experience preferred

Competencies 

• Exceptional organization and time management
• Strong communication and interpersonal skills
• Ability to manage highly confidential information
• High accountability and ownership mentality
• Process improvement and project coordination mindset
• Ability to prioritize competing demands

Physical Requirements & Environmental Factors: 

• Office and Computer Work: Ability to perform prolonged periods of desk-based work, including sitting, typing, using a computer, reviewing documents, and communicating by phone or video.
• Standing and Walking: Ability to periodically stand and walk throughout offices, greenhouse production areas, employee facilities, housing areas, and other company property.
• Lifting and Carrying: Ability to occasionally lift, carry, and move office supplies, onboarding materials, uniforms, equipment, and packages weighing up to 25 pounds.
• Manual Dexterity: Manual dexterity and visual ability sufficient to operate computers, office equipment, mobile devices, and other administrative tools.
• Driving and Travel: Ability to drive for business-related errands and travel between company locations as needed. A valid driver’s license and eligibility under the company’s vehicle insurance requirements may be required.
• Greenhouse Environment: Regular work is performed in an office setting, with periodic entry into greenhouse, cultivation, processing, warehouse, maintenance, transportation, and employee housing areas.
• Temperature and Humidity: Periodic exposure to varying temperatures, humidity levels, outdoor weather, noise, and uneven or potentially wet walking surfaces.
• Allergens and Airborne Irritants: Possible exposure to cannabis plant material and odors, pollen, dust, soil or growing media, mold spores, agricultural allergens, fertilizers, pesticides, cleaning products, and other workplace chemicals when entering operational areas.
• Safety and PPE: Ability to follow all safety, sanitation, security, and cannabis compliance requirements and properly use required personal protective equipment, which may include gloves, protective clothing, eye protection, and other task- or area-specific PPE.
• Schedule and Responsiveness: Ability to work onsite and occasionally adjust working hours to support executive, employee, onboarding, transportation, training, or operational needs.
• Reasonable Accommodation: The company will provide reasonable accommodations to qualified individuals with disabilities to enable them to perform the essential functions of the position, unless doing so would create an undue hardship.

Work Environment

• Indoor production/warehouse setting
• Allergens include:
  • Cannabis Plant Material & Derivatives: Which may cause allergic reactions such as skin irritation, respiratory symptoms, or eye irritation
  • Dust & Particulate Matter: Exposure to plant dust, airborne particles, and packaging materials during handling and fulfillment processes
  • Packaging Materials: Contact with plastics, adhesives, inks, and labeling materials that may cause sensitivities in some individuals
  • Cleaning & Sanitation Agents
• GMP-aligned environment requiring cleanliness and organization
• Moderate noise levels and production-driven pace
• PPE may be required depending on task

Background Check Disclosure : True Harmony Company conducts background checks in accordance with applicable federal and state laws. If an offer of employment is extended, employment will be contingent upon the successful completion of all required background checks and regulatory approvals.

E-Verify Disclosure: We are an E-Verify participant. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States.

True Harmony Company is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

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